{"id":"proc-invoice-three-way-match-checklist","audience":"finance","category":"operations-work","track":"operations","technique":"verification","level":"advanced","title":"Run a three-way match on a PO, receipt and invoice and flag mismatches","free":false,"task":"Accounts payable asked for a match check. Write a prompt for plain text with exactly five lines: \"Quantity:\", \"Price:\", \"Other charges:\", \"Supported by receipt:\" and \"Action:\". Start the first three with PASS or FLAG, and show the math for any difference. Supported by receipt is units received times the PO price. The action line only recommends holding or releasing; AP makes the decision. Under 100 words.","materialLabel":"Your material (attached to your prompt automatically)","material":"THREE-WAY MATCH - Vendor: Pinecrest Packaging Supplies\n\nPURCHASE ORDER 5512\n200 units of mailer box, 12x9x4, at $14.50 each = $2,900.00\nTerms: net 30. No freight line on the PO (supplier delivery to our dock was agreed as free).\n\nRECEIVING REPORT (Mar 18)\n180 units received, signed by D. Okoye. 20 units back-ordered, to ship next week.\n\nINVOICE 77310 (Mar 19)\n200 units at $14.50 = $2,900.00\nFreight: $85.00\nInvoice total: $2,985.00\n\nAP policy: invoices that do not match the receipt are held until the buyer confirms with the vendor. Freight not on the PO needs the buyer's approval.","rules":[{"type":"plainText"},{"type":"maxWords","max":100}],"promptHints":[{"label":"Quotes the five labels","patterns":["quantity:","price:","other charges:","supported by receipt:","action:"]},{"label":"Requires PASS or FLAG","patterns":["pass","flag"]},{"label":"Asks for the math","patterns":["show the math","x 14\\.50","units received"]},{"label":"Leaves the decision to AP","patterns":["ap decides","recommend","hold or release"]},{"label":"Asks for plain text","patterns":["plain","no bold","no markdown","no formatting","no headings"]}],"mistakes":[{"title":"Matching to the invoice","why":"The AI compares invoice to PO and misses the receipt shortfall.","fix":"Say: \"Compare quantity to the receiving report, not just the PO.\"","checks":["r1"]},{"title":"Missing the freight","why":"The AI ignores the $85 charge because it is small.","fix":"Say: \"Flag any charge not on the PO.\"","checks":["r2"]},{"title":"Deciding for AP","why":"The AI says to pay or reject.","fix":"Say: \"Recommend hold or release only; AP decides.\"","checks":["r2"]},{"title":"Wrong lines","why":"The AI writes a table or paragraph.","fix":"Quote the five labels in order and require PASS or FLAG.","checks":["r0"]},{"title":"Markdown extras and long output","why":"AI adds bold, headings and bullets by default, which show up as stray symbols where this is pasted.","fix":"Say \"plain text, no bold, no headings\" and cap each line, for example \"each line under 15 words\".","checks":["plainText","maxWords"]}],"hint":"Name the five lines, require PASS or FLAG, ask for math and say who decides.","mission":"Check whether the invoice matches the PO and receipt.","musts":["PASS or FLAG first","Show difference math","AP makes decision"],"rubricLabels":["There are five lines starting Quantity:, Price:, Other charges:, Supported by receipt: and Action: in that order, and the first three start with PASS or FLAG","Quantity is FLAG with 200 invoiced versus 180 received and a 20-unit difference worth 20 x 14.50 = 290, and Price is PASS at 14.50 on both documents","Other charges is FLAG for the $85 freight not on the PO, Supported by receipt shows 180 x 14.50 = 2,610, and Action recommends holding the invoice for AP and buyer review"]}